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Funding

BGSA Funding Instructions

Types of funding available:

  1. Merit funding:  this funding comes from the BGSA Merit Funding pool.  Funded events must be of interest and open to all BGS students.  To request funding, submit a brief description of the event and budget to the Treasurer, and attend the next BGSA meeting to present your request to the General Assembly for a vote.
  2. Discretionary funding:  this funding comes from money allocated by BGSA to each graduate group, based on population.  Funded events are specific to a particular graduate group or organization. To request funding, submit a brief description of the event and budget to the Treasurer and your program representative(s) for approval.

Ways to receive your funding:

  1. Use an Approved vendor and pay with a purchase order (PO).
    • Submit the BGSA Funding Request Form and the Statement of Business Form to the Treasurer.
    • Call the Approved vendor (link below) and tell them you are with UPenn and would like to place an order, paid for by PO.
    • Place your order, receive an invoice number, and record the total amount of the order (remind the vendor that UPenn is tax exempt).
    • Email the Treasurer your invoice number and order total.
    • Retain any receipts or documentation given to you by the vendor upon pick-up or delivery and submit these to the Treasurer (this is not necessary for Finance, but it is preferable to save these documents).
  2. Use an Approved or Non-approved vendor, pay out of pocket, and get reimbursed.
    • Submit the BGSA Funding Request Form and the Statement of Business to the Treasurer.
    • Call the vendor, place your order, and provide payment information.
    • Upon pick-up or delivery, make sure to receive and retain an itemized receipt that indicates how you paid for the order. 
    • Document attendance at your event via sign-in sheet.
    • Submit the itemized receipt, indication of payment, and attendance sheet to the Treasurer.
    • Fill out (with the Treasurer’s assistance), the University C1/C1A Form (link below) to get reimbursed, and submit this to the Treasurer.
    • You will not be reimbursed for taxes, per University policy, and reimbursement may take up to 6 weeks.

BGSA Funding Policy
Funding Request Form
Statement of Business Form
C1/C1A Form
University Alcohol Policy

Approved Vendors:
Caterers
Supplies